GDPR Data Protection Policy

1. Introduction to GDPR

The UK General Data Protection Regulation (UK GDPR), together with the Data Protection Act 2018, sets out the legal framework for how organisations must handle personal data in the United Kingdom. This policy explains how Luxury Chauffeurs complies with UK GDPR principles and how we protect the personal data of our website visitors, clients, corporate partners, and business contacts.

2. Our Commitment to Data Protection

Luxury Chauffeurs is committed to processing personal data lawfully, fairly, and transparently. We collect only the data we need, keep it accurate and secure, retain it only for as long as necessary, and respect the rights of the individuals whose data we hold. We treat data protection as an ongoing responsibility, not a one-time exercise.

3. Data Controller Details

4. Personal Data We Process

We may process the following categories of personal data:

• Name, email address, phone number, and company name
• Pickup and drop-off locations, journey date and time
• Flight number, airport, and terminal details (airport transfers)
• Number of passengers and luggage details
• Vehicle preferences and special requirements
• Corporate account and invoicing information
• Website usage and analytics data (via cookies)
• IP address and device information
• Marketing preferences and email subscription status

5. Why We Process Personal Data

We process personal data for the following purposes: responding to enquiries and preparing chauffeur quotes; managing and fulfilling chauffeur bookings; planning routes and vehicle assignments; communicating with clients about journeys and bookings; managing corporate travel accounts; processing invoices and payments (subject to confirmation); improving our website and services through analytics; sending marketing communications where consent has been given; and complying with applicable UK legal obligations.

6. Lawful Bases for Processing

Under UK GDPR Article 6, we rely on the following lawful bases:

• Article 6(1)(b) — Contract: Processing necessary to perform a contract or take steps prior to entering into a contract (quotes, bookings).
• Article 6(1)(f) — Legitimate Interests: Processing necessary for our legitimate interests, including managing enquiries, protecting our business, and improving our services.
• Article 6(1)(a) — Consent: Processing based on your explicit opt-in consent (marketing emails, newsletters).
• Article 6(1)(c) — Legal Obligation: Processing required by applicable UK law (tax records, regulatory compliance).

7. Chauffeur Booking and Journey Data

When a chauffeur booking or quote request is submitted, we collect detailed journey information necessary to fulfil the booking safely and professionally. This includes pickup and drop-off locations, date and time, flight details (airport transfers), passenger numbers, luggage requirements, and any special instructions. This data is processed under Article 6(1)(b) (contract performance) and is necessary for the delivery of the chauffeur service.

8. Corporate Travel Data

For corporate clients and business accounts, we may process additional data including company name, travel manager or PA details, corporate preferences, regular travel routes, and invoicing information. This data is processed under Article 6(1)(b) (contract) and Article 6(1)(f) (legitimate interests) to manage corporate travel accounts and deliver an efficient, professional service.

9. Special Category Data

We do not routinely collect special category data (as defined by UK GDPR Article 9) such as health data, disability information, or biometric data. If a client voluntarily discloses special category information — for example, an accessibility or mobility requirement — this will only be used to fulfil the relevant booking.

10. Data Minimisation

We only collect the personal data that is necessary for the specific purpose for which it is being processed. We will not collect excessive, unnecessary, or irrelevant personal data. If you are unsure why we are asking for certain information, please contact us.

11. Accuracy of Data

We take reasonable steps to ensure the personal data we hold is accurate and kept up to date. If you believe any data we hold about you is inaccurate or incomplete, please contact us using the details in Section 26 and we will correct it promptly.

12. Data Security

We implement appropriate technical and organisational measures to protect personal data against accidental loss, destruction, alteration, or unauthorised disclosure or access. These measures include [Add specific security measures once confirmed]. All staff with access to personal data are required to handle it in accordance with this policy and applicable data protection law.

14. Sharing Data with Third Parties

We do not sell personal data. We may share data with the following parties: the assigned chauffeur/driver (journey details to fulfil the booking); IT and software providers operating under data processing agreements; legal and regulatory authorities where required by law; and analytics or marketing tool providers where applicable.

15. International Transfers

Where personal data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or an adequacy decision.

16. Your Rights Under UK GDPR

17. Subject Access Requests

To exercise your right of access, please submit a Subject Access Request (SAR) by contacting us at info@luxurychauffeurs.com. We may ask you to verify your identity before processing the request. We will respond within one calendar month of receiving your verified request. SAR responses are provided free of charge in the majority of cases.

18. Right to Rectification

If you believe any personal data we hold about you is inaccurate, outdated, or incomplete, please contact us and we will correct or update it promptly. In some cases, we may need to verify the accuracy of the new information before making changes.

19. Right to Erasure ("Right to be Forgotten")

You may request that we delete your personal data where: the data is no longer necessary for the purpose for which it was collected; consent has been withdrawn and no other lawful basis applies; the data has been unlawfully processed; or there is a legal obligation to delete it. We will respond to all erasure requests promptly. Note that some data may be retained for legal or legitimate business purposes even after an erasure request.

20. Right to Restrict Processing

You may request that we restrict processing of your personal data in certain circumstances — for example, while you contest the accuracy of the data, or while an objection to processing is being considered. Where processing is restricted, we will continue to hold the data but will not process it further without your consent or a legal basis.

21. Right to Object

You have the right to object to processing based on legitimate interests or for direct marketing purposes. If you object to direct marketing, we will stop processing your data for that purpose immediately. If you object to processing based on legitimate interests, we will consider your objection and stop processing unless we can demonstrate compelling legitimate grounds.

22. Right to Withdraw Consent

Where processing is based on your consent — for example, marketing emails or newsletter subscriptions — you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before the withdrawal.

23. Complaints and ICO

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO). The ICO can be contacted at ico.org.uk or by calling 0303 123 1113. We encourage you to contact us first so we can address your concerns directly.

24. Staff and Supplier Data

This policy also applies to personal data processed in relation to Luxury Chauffeurs employees, contractors, and suppliers.

25. Changes to This GDPR Policy

This policy may be updated from time to time to reflect changes in law, technology, or our business practices. Any updates will be published on this page with a revised "Last Updated" date. We recommend checking this page periodically.

26. Contact Details